Procedure documentationArchiving and Destroying Organizational Processes Using HRASR_PD

 

You can use the HR Administrative Services: Organizational Processes (HRASR_PD) archiving object to archive or destroy business complete (processes that have the status Complete) organizational process data in the HCM Processes and Forms application area.

The following data linked to a process instance are not archived or destroyed:

  • Workflow instances (work items)

  • The process configuration (using the design time tool, transaction HRASR_DT).

Organizational process data is to be regarded as personal data in terms of data privacy. Therefore, for data privacy reasons, it may be necessary to destroy this data after a defined retention period has been reached.

The following are the areas from which data is archived or destroyed:

  1. HCM Processes and Forms application specific tables

  2. Process object framework tables

  3. Case Management tables

  4. Data Containers and Attachments (documents attached with processes) stored in the content repository

  5. Notes stored in SAP script texts Header and Lines tables

The following are the tables from which data is archived or destroyed:

Table Name

Description

T5ASRPROCESSES

HR Administrative Services: Processes

T5ASRSCENARIOS

HR Administrative Services: Scenarios

T5ASRSTEPS

HR Administrative Services: Process Steps (Work Items)

T5ASRSTEPDETAILS

Step details of process

T5ASRCONTCASELNK

Assignment of data container to case

T5ASRDOCUMENTS

HR Administrative Services: Documents

T5ASRDOCCASELNK

Assignment of attachments to case

POBJD_LEVEL

Table which stores the top level GUID for each GUID

POBJD_OBJECTS

Objects run for process object

SCMG_T_CASE

Case: Entity table for case

SCMG_T_CASE_ATTR

Case attributes

SCMGPREL_CLNT

Template for area specific POID-POID relation (client)

In addition to the tables above, there are application specific tables, for the content repository documents and notes, which are either archived or destroyed by archiving classes LOIO and TEXT respectively. These both archiving classes are used in the archiving object.

For the archiving run, data from the following tables is retained and not deleted from the database:

  • T5ASRPROCESSES

  • T5ASRSCENARIOS

  • T5ASRSTEPS

  • T5ASRDOCUMENTS

  • POBJD_LEVEL

For all other remaining tables data is deleted from the database.

This archiving object has no relationship with any other archiving object. However, the HRASR_PA and HRASR_EREC archiving objects for HCM Processes and Forms can be used to archive or destroy the employee and recruiting processes respectively.

The Work Items from Workflow System (WORKITEM) archiving object can be used separately to archive or destroy the workflow instances (work items) related to the organizational processes.

Prerequisites

You are familiar with the basics of data destruction and have made the following settings: You are familiar with the functions for ILM policies and rules and have defined the retention rules for the archiving object.

  • You have activated Information Lifecycle Management (ILM)

  • You are familiar with the functions for ILM policies and rules and have defined the retention rules for the archiving object.

For more information, see Destruction of Data in HR.

Procedure

  1. Learn about the characteristics of this archiving object.

    For more information, see Characteristics of HRASR_PD

  2. Define a write variant for the archiving object.

    For more information, see Creating a Write Variant for HRASR_PD

  3. Learn about the dependencies for this archiving object.

    For more information, see Dependencies for HRASR_PD

  4. Ensure that you have the authorizations required for this archiving object.

    For more information, see Authorizations for HRASR_PD